Step-by-Step Guide to Creating Labels in Microsoft Word

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Creating Labels in Microsoft Word: A Practical Guide

Welcome to a focused guide on creating labels in Microsoft Word. In this article, I, Tracy, will take you through the process without unnecessary fluff, ensuring that your search intent and user intent are both fulfilled. I’ve been part of the tech industry for years, troubleshooting and instructing users on software intricacies. I know how confusing certain tasks can seem, so it’s my aim to make this guide as straightforward and comprehensive as possible.

Understanding the Requirements for Label Creation

Before jumping into Word, understand the label size required and whether you have pre-purchased label sheets from a specific brand, which can affect the template you will use.

Opening Label Templates in Word

1. Open Microsoft Word.
2. Click on the ‘Mailings’ tab.
3. Select ‘Labels’ from the options presented.
4. In the dialog box that appears, click on ‘Options.’

This is where you’ll select the label vendor (such as Avery) and the product number that matches the labels you have.

Choosing the Right Template

After you’ve clicked ‘Options,’ a list of vendors and their respective product numbers will display:

– Select the vendor that matches your labels.
– Scroll through the product numbers and select the one that corresponds with your label package.

If you can’t find the exact number, choose a similar layout; measurements are often included to help you find a close match.

Customizing Your Labels

After selecting the right template, you’ll be returned to the ‘Labels’ dialog.

– To add the same address or text to a sheet of mailing labels, enter the information in the address box and click ‘Print.’
– If you’re customizing labels differently, click ‘New Document’ to open a sheet of blank labels.

Designing and Printing

When your blank labels sheet is open, it’s a straightforward process:

– Click into each label and type the desired text.
– Use the ‘Home’ tab to adjust the font, size, and color of your text.
– To add images, go to the ‘Insert’ tab and select ‘Pictures’ or ‘Online Pictures.’

Once your labels are customized:

– Load your label sheets into the printer.
– Go to ‘File’ > ‘Print.’
– Confirm your print settings and the correct tray selection before clicking ‘Print.’

Troubleshooting Tips

Common problems include labels misaligning or printer jams:

– Ensure your template matches your label sheets.
– Check your printer’s paper type settings.
– Feed sheets one at a time to prevent jams.

FAQs on Creating Labels in Word

It’s normal to have additional questions, so here are a few common queries:

Can I save my customized label template for future use?

Yes, simply save the document. Next time, open this file to start with your custom layouts.

How can I ensure that my labels will print correctly?

Use the ‘Print Preview’ function before printing to avoid wasting label sheets. Also, consider printing on a plain piece of paper to test the alignment first.

What if my labels are printing out of alignment?

Adjust the row and column settings in the label template or check for printer specific settings that cater to thicker paper types like labels.


Creating labels in Microsoft Word can seem daunting, but following these steps makes it manageable even for those not tech-savvy. Remember to choose the correct template, customize carefully, and preview before printing. Happy labeling!